SPECIFICATIONS

IFB 61-26

MBTA OIL WATER SEPARATOR MAINTENANCE SERVICES

PART 1 - GENERAL

1.01 Description

These specifications define the conditions and requirements for a contract to be awarded to furnish all labor and equipment to skim, pump, clean out, muck out, dispose of all liquid and solid matter and other services directly related to the work from underground oil water separators, aboveground coalescent oil water separators associated with the wash system, wash bay trenches, fuel alley pits, steam area pits, and holding tanks located at various locations throughout the Authority’s system as specified in Form D: Price Response (attachment). The cleaning and service shall consist of entirely removing by pump and/or handwork, all water, oil, sludge, mud and other matter in separators. An inspection form for each oil water separator must be completed at the time of service Form E (attachment)

The work to be performed under this specification includes the removal, transportation and disposition of hazardous materials from oil water separators at various MBTA owned properties. Typical waste material from these activities is classified as MA98 – Off-specification used fuel oil that is shipped using a hazardous waste manifest or MA01 – State regulated oil waste (oily solids).

As specified in Form D: Price Response (attachment), there are 5 locations that require quarterly inspections only, 8 locations that require servicing on a quarterly basis, 10 locations that require monthly servicing, Everett Campus steam cleaning pits require servicing twice monthly and there is one location, Riverside that will require pump out from the steam area water collection tanks on an as needed basis. The MBTA will provide the Contractor a minimum of 2 days’ notice for as-needed services (See section 1.03 – Bid Items for more detail).

Several of these locations have self-contained environmentally friendly parts washer units that, depending on the frequency of usage, require maintenance. The units are designed to collect wastewater, skim off the oil and evaporate the wash water leaving behind waste solids. The oil and oily solids then need to be removed from the unit by hand, transferred to drums or pumped out via truck and properly disposed of (See section 1.03 – Bid Items for more detail).

On a monthly basis, the contractor shall electronically submit (by the 15th of the following month), completed inspection forms and summary (excel format) by facility of the quantity of oily materials, hazardous waste and other materials removed under this contract, including a summary of manifests by facility (an example is provided in Form F attachment).

1.02 Contract Term

Term shall be for four (4) calendar years with two (2) one-year options from date of award.

1.03 Bid Items

See Form D: Price Response (attachment) – Oil Water Separator Cleaning Bit Items

All inspectional services of oil water separators must include, at a minimum, Separator ID, if oil is present (estimated amount in inches observed), the measurement of soil/sludge/debris build up. Floor drains and trench drain inspections must, at a minimum, include the presence of standing water, the amount of soil/solids/debris build up, and if drain appear to be functioning. Manifest number, volume, disposal facility and date of transport must be recorded on the associated inspection Form E for any waste that is generated as a result of inspection and cleaning.

Bid Items A1 – Quarterly Inspections Inspections of the following sites are to be conducted on a quarterly routine. The inspections are to be completed as described above. The MBTA will review inspection forms and if the presence of oil or sludge build up is noted, a full cleanout maybe be required. The determination for clean out is at the full discretion of the MBTA and would be conducted in the manner as described below.

1. Alewife Garage

2. Charlestown Heavy and Light Rail Building

3. Codman Yard (currently under construction)

4. Lake Street Carhouse

5. Mattapan Carhouse

Bid Items A2 - Quarterly Cleaning and A3 – Monthly Cleaning Quote price per single pumping and cleaning of residuals from each location specified in Form D: Price Response. Typical waste material is classified as MA98 – Off-specification used fuel oil that is shipped using a hazardous waste manifest or MA01 – State regulated oil waste (oily solids).

Bid prices (Form D attached) are structured to include a lump sum for all labor, equipment, materials, state fees, manifest fees and transportation expenses to collect and transport water, petroleum products, petroleum contaminated solids and petroleum contaminated debris from point of pickup to the disposal site. This includes all inspections reports, invoice preparation and other administrative activities associated with the scope of work described herein.

The cost for material disposal is separate from the work described in this section. Please refer to Bid Items A6 below for disposal fees.

Contractor will be required to provide disposal of materials removed at the prices quoted. Contractor will be required to dispose of materials in accordance with all applicable local, state and federal laws and regulations.

The following locations are to be cleaned on a quarterly basis as listed on the Bid Sheet under A2.

1. North Cambridge Carhouse*

2. Cabot RTL (OWS and sludge cart associated with the train wash only)

3. Innerbelt Carhouse

4. North Quincy Station Parking Garage

5. Orient Heights Carhouse

6. Quincy BEB Facility **

7. Reservoir Carhouse

8. Riverside Carhouse

9. South Boston Power Plant

10. Wellington Carhouse *Please note that North Cambridge Carhouse is currently under construction with anticipated completion in Spring 2026. **Quincy BEB Facility is under construction with anticipated completion in Summer 2027.

The following locations are to be cleaned on a monthly basis as listed on the Bid Sheet under A3.

1. Albany Bus Garage

2. Arborway Bus Garage

3. Cabot Bus Campus (Bus garage and RTL Carhouse)

4. Charlestown Bus Garage

5. Charlestown Truck Garage

6. Everett Shops

7. Fellsway Bus Garage

8. Lynn Bus Garage*

9. Quincy Bus Garage

10. Southampton Bus Garage

*Additional Considerations At the Lynn Bus Garage, specifically Camden Street, the oil/water separator manhole cover must be sealed with silicone after each, and every maintenance activity is performed. Failure to properly secure cover may result in release of petroleum products to the environment during significant rain events. Any fines or penalties incurred from regulatory agencies as a result of an improperly secured cover will be the responsibility of the Contractor. The Contractor is required to provide 24-hour notice to the MBTA prior to servicing this location to promote access to the Camden Street separator. Failure to notify the MBTA may result in an inability to service this location and will be incurred at the contractor’s expense.

Bid Items A4 – Steam Cleaning Area Pump Outs Quote price per single pumping and cleaning of residuals from each location specified in Form D: Price Response. Typical waste material is classified as MA98 – Off-specification used fuel oil that is shipped using a hazardous waste manifest or MA01 – State regulated oil waste (oily solids).

Bid prices are structured (Form D attachment) to include a lump sum for all labor, equipment, materials, state fees and transportation fees to collect and transport waste liquid and solids from the following locations. This includes all inspections reports, invoice preparation and other administrative activities associated with the scope of work described herein.

1. Everett Bus repair steam cleaning containment pit

2. Everett Main Repair (Building #2) steam cleaning containment pit

3. Riverside Steam cleaning area (3) 500 gallon holding tanks

Both maintenance repair buildings at Everett steam clean/ power wash engine components and other vehicle parts over an open grated pit. This pit does not discharge off-site; therefore, all liquid and solid debris must be removed by way of pump truck or hand shovel. In order to keep up with the volume of wash water, both areas must be serviced twice a month. Please coordinate cleanout schedule with MBTA contract manager to ensure that the area is accessible and the grates can be removed by facility personnel prior to servicing.

Riverside Carhouse utilizes a steam cleaning power washer to clean certain engine components as needed. The area consists of a chain of floor drains (equipped with strainer baskets) that pump to a series of three (3) 500 gallon holding tanks. The majority of solids are collected in the floor drain traps; the liquid is pumped into the holding tanks. The floor drain traps and holding tanks must be checked and any solids removed. Bid prices include cleaning sludge and debris from each of the 3 floor drains and strainer baskets. This service is as needed and will be scheduled at the discretion of the MBTA.

Bid Items A5 – Automated Parts Washer Cleaning A number of MBTA maintenance facilities utilize automatic self-contained cabinet-style aqueous parts washer units that range from 85-gallons to 260-gallon water capacities. These enclosed Power America units use hot water and biodegradable detergents (not solvents). The unit has an automatic oil skimming system and dry floor evaporator. Cleaning of these systems requires removing oil water from the designated chamber and removed oily solids by hand. The frequency of maintenance depends on how frequently the units are used. Therefore, this service will be performed as needed and at the discretion of the MBTA.

Quote price per single pumping and cleaning of residuals from each location specified in Form D: Price Response. Typical waste material is classified as MA98 – Off-specification used fuel oil that is shipped using a hazardous waste manifest or MA01 – State regulated oil waste (oily solids).

Bid Items A6 – Disposal Fees Disposal costs will be charged based on the manifested waste classification and amounts from each location. The quantity recorded on each manifest must be calculated based on either the on-board debris / liquid float gauge or by means of stick reading of the onboard tank level (before and after servicing the location). This information must be recorded on the manifest prior to being signed by an authorized MBTA representative. No exceptions.

Waste material from these activities is classified as MA98 – Off-specification used fuel oil that is shipped using a hazardous waste manifest or MA01 – State regulated oil waste (oily solids). Waste liquids and solids are typically shipped off via pump truck or drummed in appropriate containers for transportation.

On average in 2024, the MBTA generated approximately 50,000 gallons of MA98 waste and approximately 30 tons of MA01.

It shall be the contractor's responsibility to prepare a Hazardous Waste manifest form and appropriate shipping document forms as required by Federal, State or local authorities as required for the transportation of the hazardous waste and all other wastes to be collected under these specifications. The quantity recorded on each manifest must be calculated based on either the on-board debris / liquid float gauge or by means of stick reading of the onboard tank level (before and after servicing the location). All manifests must be signed by an MBTA representative for all waste removed from an MBTA facility. No exceptions. The Contractor shall be responsible for all costs associated with hazardous waste manifesting, including any applicable fees.

Contractor shall ensure that all hazardous waste manifests for hazardous waste removed and disposed of under this contract are filled out in accordance with state and federal regulations. A monthly summary (in excel format) of manifests by location and inspection forms must be submitted by the 15th of the following month with the invoice (see Form F).

Bid Items A.7 –Miscellaneous An allowance of $10,000 is included under miscellaneous category in Section A.7. Miscellaneous work performed under this category will be made solely at the discretion of the MBTA and may include but not limited to servicing additional units, comprehensive inspections of oil water separators, visual assessment of conditions, functionality and cleanliness, etc. The miscellaneous allowance is not factored into the bid award price.

PART 2 - SERVICES

2.01 General

The amounts listed in this specification are estimates only and are based on past cleanings. The Authority does not guarantee to have these quantities. The Authority reserves the right to add additional or remove separators under this contract.

The Contractor may not subcontract labor or equipment without the approval of the MBTA. A list of all subcontractors must be submitted to the MBTA with the Contractor’s bid documents and resubmitted for each new additional subcontractor.

2.02 Licenses and Permits

The Contractor and all subcontractors transporting hazardous waste must possess a valid Massachusetts Hazardous Waste Transporter’s License for the collection, transportation, treatment and disposal of hazardous waste pursuant to Federal, State, Local General Laws and Chapter 21C under these specifications. Copies of these Massachusetts Hazardous Waste Transporter’s Licenses shall be submitted with the Contractor’s bid documents.

2.03 Schedule

The Authority shall have the right to increase the cleaning frequency of any oil water separator at the quoted unit price.

The Authority shall have the option of adding or deleting oil water separator units during the contract period to meet its requirements.

All work must be performed between the hours of 7:00 AM and 3:30 PM unless authorized by the MBTA. The Contractor must notify the MBTA a minimum of 24 hours prior to the servicing the following locations to accommodate large equipment:

a) Everett Shops (steam cleaning pits)

b) Innerbelt VMF

c) Lynn Bus Garage (Camden Street OWS)

d) North Cambridge Carhouse

e) Reservoir Carhouse

f) Riverside Carhouse

g) South Boston Power Plant

2.04 Containers

It shall be the contractor's responsibility to ensure that containers used for storage and transportation of materials under these specifications meet all Federal, State and local regulations for storage and transportation of hazardous materials, including proper labeling.

2.05 Temporary Storage

Materials requiring temporary storage before being transported to a disposal facility may, with notification and permission, be stored on Authority property at a specified location for up to ten (10) calendar days from date permission was granted. Notification shall be made to the contract manager, Cosette DeCoste at cdecoste@mbta.com Notification shall include the amount and description of the materials. All materials shall be labeled and stored according to all local, state and federal laws and regulations. After ten (10) calendar days, it shall be the contractor's responsibility to remove the material from Authority property.

Please note, the Authority reserves the right under these specifications to have removed any material stored on its property on the eleventh (11th) calendar day to a suitable location off its property. Expenses for this move will be charged back to the contractor by means of credit for services.

2.06 Material Testing

It shall be the contractor's responsibility to conduct any and all testing of materials, if required, to determine proper methods for disposal. The Contractor shall sample the material from at least one (1) oil/water separator per MBTA facility. Contractor shall provide the MBTA with copies of Waste Characterization testing results.

2.07 Transportation of Waste Materials

It shall be the contractor's responsibility to transport materials in vehicles which meet all federal, state and local regulations including markings, placards and licenses.

The MBTA is Massachusetts Hazardous Waste Transporter Fee Exempt per M.G.L. 161A.

Mass. Hazardous Waste Transporters License No. _________________

DPU Certification Number: ___________________________________

2.08 Disposal of Materials

The contractor is responsible for determining material shipping name, hazard class, ID number, packing group, waste code and total quantity for each material shipped under this contract. Typically, waste material generated under these activities are classified as MA98 – Off-specification used fuel oil or MA01 – Waste oil.

It shall be the responsibility of the contractor to ensure that hazardous materials collected under these specifications are disposed of at a facility which is properly equipped and licensed by federal, state and local authorities to dispose of the materials collected. Disposal bid prices are to include all state fees, transportation charges and testing.

2.09 Record Keeping and Reporting

On a monthly basis, the Contractor shall electronically submit (by the 15th of the following month), completed inspection forms (Form E) and a summary (in excel format) by facility of oily materials, hazardous waste and other materials removed under this contract, including a summary of manifests by facility (an example is provided in attachment – Form F) with the invoice.

Bid prices to include all inspection form preparation (see Form E), manifest preparation, manifest filing fees and associated administrative billing costs. Copies of all contractors and subcontractors’ inspection worksheets and manifests must accompany all invoices. Invoices submitted without inspection forms and/or manifests will not be processed.

Under the sole discretion of the MBTA, the contractor may be requested to conduct comprehensive field inspections of structures. The inspections may include geocoding the location of the structure, visual assessment of conditions, functionality and cleanliness. This work is to be conducted at the “field inspector” rate provided in the bid items and is not intended for tasks outlined in Bid Items A1- A6, administrative tasks or other report writing duties.

2.10 Invoicing & Payment

The contractor shall submit to the MBTA one monthly invoice for all services within that month. This invoice shall be supplied in an electronic format (.csv, .xlsx or .pdf) and emailed to the MBTA at invoices@mbta.com, and Cc’d to the Contract Manager (cdecoste@mbta.com at time of award) and the Manager of Administration, lbaxter@mbta.com. The monthly invoice shall include services, dates, location of services, disposal quantities per location and the total dollar amount for the services. These invoices should have a unique invoice number and shall reference the Purchase Order number issued with the award of this contract.

The contractor shall accept one lump sum monthly payment for all services listed on a monthly invoice. The contractor shall accept this payment via Automated Clearing House (ACH) credit transfer.

2.11 Training

All contractor and subcontractor personnel must be forty (40) hour OSHA certified for hazardous materials handling and confined space entry. A copy of all certifications must be submitted to the MBTA to be kept on file.

Contractor shall identify and shall provide training records for all employees under this contract with the MBTA prior to the commencement of the contract. Only those employees identified by the contractor and the training records provided as having met the state and federal training requirements will be allowed to respond under this contract.

2.12 Identification & PPE

For security purposes all contractors must possess a valid MBTA issued photo ID at all times when accessing MBTA property. The MBTA is not responsible for denied access due to unacceptable ID, no exceptions.

Contractor shall identify himself/herself to the Foreperson’s office or Supervisor when arriving on MBTA property prior to starting work.

Contractor is responsible for providing and wearing all applicable PPE in compliance with MBTA Safety Policies.

PART 3 - RATES, AWARD AND PAYMENTS

3.01 General

The Authority may award a contract to one qualified and licensed contractor. The Authority must be assured that bidders possess the experience and technical capabilities to complete the tasks.

3.02 Rates

It is assumed that all work can be conducted on straight time. No travel time is allowed.

Oil Water Separator Maintenance Services Page 8 of 8